The sidebar footer holds everything about running your account.
Settings
Settings covers:
- Company details — name, base currency and financial year-end.
- Letterhead — registration number, business address, phone and email, shown in the header of every invoice, quote, pro forma invoice, payslip and IRP5 you send. (Your VAT number comes from the SARS tax profile automatically.)
- Get paid — banking details — your receiving bank account, rendered on invoices and pro forma invoices so customers can pay by EFT.
- Accept card payments — connect your own PayFast account to put a "Pay now" button on invoices.
- Account mappings — your Accounts Receivable, Output VAT, Accounts Payable and Input VAT accounts, and your default VAT rate (15%). Each picker only offers accounts that are free to take the job: an account already acting as another control account, or one you reconcile bank statements against, is left out, because one account cannot hold two of these roles without mixing the two balances into one. If you point one at the wrong thing anyway, the save is refused with the reason.
The pairing looks inverted the first time you see it, and is correct: Output VAT sits under Sales and is a liability (you charged it, you owe SARS), while Input VAT sits under Purchases and is an asset (you paid it, SARS owes you). Selling creates a debt to SARS; buying creates a claim against it. - Dunning — turn on automatic overdue-invoice reminders to customers. - Approvals & messaging — two controls, owner/admin only: - Require approval before a large bill can be posted. Set a limit; anyone can still capture a supplier invoice, but one at or above the limit waits for an owner or admin instead of posting. It appears in a "waiting for your approval" panel on the Bills page, and the limit is enforced in the database rather than only on screen. This is what separates capturing a cost from committing to it. - Leads — two ageing rules, both off until you set them. Close a lead after N days with no activity marks untouched leads expired overnight; any call, email or edit resets the clock, and a single lead can override the period or opt out entirely. Move a deal to Lost N days after its expected close date tidies the pipeline against the date rather than against silence. Both are covered in full in the CRM guide. - Stock — "Allow selling stock you don't have." Off by default: an invoice for more of an item than you hold is refused, because that sale would post revenue with no cost of sales and overstate your margin permanently. Turn it on only if you genuinely invoice before the supplier's bill arrives — see the stock guide.
Team, roles & module permissions
Team. Invite people by email with a role. Everyone logs in at the same place and sees only the companies they're a member of.
| Role | Books access | Admin (team, plan, settings) | Notes |
|---|---|---|---|
| Owner | Everything | ✓ | The person who created the company |
| Admin | Everything | ✓ | Same powers as the owner, except transferring ownership |
| Accountant | Everything, incl. full data export | — | Free seat — doesn't count against your user limit |
| Bookkeeper | Everything | — | Day-to-day capture across all modules |
| Member | Only the modules you tick | — | See below |
| Viewer | Everything, read-only | — | Can look, can't touch |
Member — module-level permissions. When you invite a member (or click Access on their row), tick exactly which modules they get:
CRM · Sales · Purchases · Banking · Reports · HR & Payroll · Tax · Accounting
Everything outside their ticks is hidden from their sidebar and blocked on the server — a salesperson can work the pipeline and send invoices without ever seeing payroll or the bank; a payroll clerk can run payslips without browsing your revenue. Change a person's role or modules any time; it takes effect immediately.
A few things always stay put, whatever modules people hold:
- Admin stays admin — Team, Plan & usage and Settings belong to the owner and admins only.
- Full data export (Preferences → Data & privacy) is limited to the owner, admins and the accountant seat.
- Salary information only travels through HR & Payroll, so leaving that module unticked keeps pay confidential.
Tidy your own menu. Separately from permissions, anyone can shorten their own sidebar under Preferences → My menu — untick the modules you personally don't use. It only changes what you see, never what anyone can access, and it follows you to any device.
Practice dashboard (for accountants)
If you're an accountant or bookkeeper, 🏢 Practice gives you one view of every client company — who needs attention and what's due at SARS — and lets you add and open client books, and manage your firm's staff. Assign staff to clients so your team rides on the free professional seats.
Plan & usage
Plan & usage shows your current plan, your usage against its limits (team members, employees, AI budget), and lets you upgrade, cancel or reactivate.
- Plans: Lite (R199/mo), Business (R499), Premium (R899) and Enterprise (contact sales). Every paid plan includes accounting, payroll and HR tools; Business and up add items & stock, CRM, time & billing, budgets, job costing, cash-flow forecasting, the SARS audit pack and the AFS pack — plus more team members and payroll employees.
- If a subscription lapses, the company becomes read-only (you can still view and export everything) rather than being deleted — with plenty of warning before any data is removed.
AI allowance & top-ups
Every paid plan includes a monthly AI allowance — what powers reading PDF bank statements, AI categorisation, receipt capture and the AI CFO. Plan & usage shows how much of it you've used as a percentage. The allowance resets on the 1st of each month and does not roll over; a quiet month doesn't build up credit for a busy one. Higher plans get a bigger monthly allowance.
If you run out mid-month — usually when you're catching up on a backlog of statements — you can buy a top-up on the same page instead of changing your plan. There are three sizes, priced once off:
| Top-up | Roughly covers |
|---|---|
| R39 | about 2 bank statements |
| R99 | about 6 bank statements |
| R299 | about 20 bank statements |
Those sizes are a guide based on dense, multi-page statements — a typical month usually goes further. Click Buy and you're taken to PayFast to pay once off; the credit lands as soon as the payment is confirmed.
Top-up credit works differently from the monthly allowance:
- It does roll over and lasts 12 months.
- It's used automatically, and only once the month's allowance is finished — so you never pay for AI you'd have got for free.
- It belongs to the company, not to you personally, and is not refundable.
- Only the owner or an admin can buy it.
Preferences
Preferences are personal (per user): light/dark theme, accent colour, density, date format, My menu (which modules show in your sidebar), your default company and landing page, and default report periods. They sync to any device you log in from. Change your name, email and password under Account, and turn on two-factor authentication there too — strongly recommended, this account holds your books.
That's the tour — head back to the guide index any time, or open the free demo and try it all.